Office Manager - Neurosurgery

Nicklaus Children's Hospital•Miami, FL

About The Position

Responsible for organizing and managing office operations and procedures to ensure organizational effectiveness and efficiency. Oversees the day-to-day operations of specialty practices, supports financial and revenue cycle functions, ensures compliance with department and hospital policies, and supervises office staff. Works closely with employed physicians and other healthcare professionals, Directors, Practice Administrators, and other Office Managers, escalating issues to the appropriate Leader.

Requirements

At least 4 years of relevant office experience, or 1 year of relevant office experience with an Associate’s degree or higher.
High school education or equivalent preferred.
Decision-making and time-management skills.
Excellent verbal and written communication skills.
Human relations and team-building skills.
Ability to handle multiple assignments, set priorities, and meet deadlines.
Ability to represent the department/function professionally, courteously, and efficiently.
Ability to follow complex written or verbal instructions to solve complex problems.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Nice To Haves

Prior Office Manager experience preferred.
Supervisory experience preferred.

Responsibilities

Monitor expenditures to support the annual budget and achieve financial objectives.
Optimize appointment slots on physicians’ and other healthcare professionals’ appointment books, including clinic and/or block utilization when appropriate, and manage wait times.
Oversee day-to-day specialty practice operations and ensure prescribed activities are carried out in accordance with specified objectives.
Identify issues and escalate them to the appropriate Leader.
Support accounts receivable and accounts payable functions, process invoices, and help ensure the process runs smoothly.
Oversee front-end revenue cycle functions, including appointment scheduling, obtaining and verifying authorizations, creating and/or maintaining medical records, monitoring document completion, ensuring consents and other documents are signed, and collecting co-payments and outstanding balances at the time of service.
Ensure adherence to department policies and procedures with Leader approval.
Supervise operations and ensure the department is properly staffed.
Lead, coach, counsel, and evaluate employees; ensure adherence to NCPS and NCHS policies, including NCHS Values and Guiding Behaviors; recommend and carry out corrective action; consult with TM&E as needed; hire and orient new employees; and support the growth and development of direct reports.
Train, coach, and counsel office staff; provide staff in-service training and ensure procedures are handled effectively.
Reconcile and support the maintenance of timecards and attendance monitoring, ensuring attendance practices comply with Hospital policies.
Assist the Leader in proposing changes to work methods and procedures to improve operational economy and efficiency.
Ensure staffing levels and skill sets support daily practice operations across designated service lines.
Monitor and reconcile supplies inventory, order and reorder supplies as needed, and support the purchase order process as requested.
Maintain clinic and personnel records, licenses, and permit renewals as needed for the office and/or NCHS.
Ensure the practice meets applicable mandates, including OSHA, HRS, medical waste, and Nicklaus Children's Hospital requirements, and maintains quality and performance improvements.